Administration and Hub Management Officer at Tongston Entrepreneurship Holdings

Summary

• The role requires (i) Tongston Entrepreneurial Hub User Service and Membership Business Development, Member Management and Facilities Management responsibilities, and (ii) General administration responsibilities: Policies, Procedures & Processes Development & Implementation, Travel & Logistics Management, Correspondence Management & Documentation, and Asset and Procurement Management.

Roles and Responsibilities

• Entrepreneurial Hub User Service and Membership Business Development
• Respond to enquiries from potential clientele.
• Facilitate and conduct tours, providing consultation on available services and following up with prospective members.
• Working closely with Finance and Treasury team, responsible for setting and achieving sales objectives, occupancy rates, and pricing.
• Working with the Tongston Media, develop and publish content across social media, keep track of engagement and communicate with members & users via marketing campaigns.
• Recommend new features, services or perks that serve the needs of members and users.
• Manage development, implementation and roll out of new services in the hub.
• Forge partnerships with key stakeholders and vendors.
• Handle institutional sales of hub services.

Entrepreneurial Hub Member Management:

• Sell and coordinate memberships and user services.
• Manage new member onboarding and exits.
• Handle billing enquiries working closely with the finance & treasury team; managing experience of the users of the Tongston Entrepreneurial Hub.
• Ensure the hub virtually and in-person is run efficiently and professionally to facilitate high user and member satisfaction whilst dealing with issues by members and users.
• Support members and users get full access to all the benefits of the Hub.
• Engage members and users on contracts, policies and guidelines, as well as federal, state, and local laws that manage the work environment.
• Events planning and execution - Build, plan and execute a quarterly calendar of events, that engages all stakeholders and amongst members of different organizations:
• Current members: targeted member introductions, recommending possible member matches, running networking events, and managing communications with members and users, within Tongston Entrepreneurial Hub; and
• Future members and users: Lead generation and sales-related events.

Entrepreneurial Hub Facilities Management:

• Oversee procurement and maintenance and upgrade overall facility as required.
• Update and maintain usage records and invoice relevant internal and external clientele.
• Monitor facility usage, operations and equipment maintenance including developing regular schedules for evaluation of the facility to detect and address gaps efficiently.
• Maintain accurate records of equipment functioning status and other facilities.
• Participate in development of policies and procedures affecting the facility.
• Develop and execute system for regular cleaning, repair and maintenance of facilities.
• Manage all facilities operations to members’ satisfaction & implement repairs as required.
• Maximize uptime and availability of key facilities assets such as the Wi-fi network, pantry, green lounge, computers, printers. Keep members aware of facilities issues that may impact them.
• Utilize appropriate relevant technological applications to manage the hub, users and membership.
• Implement laws & regulations as they pertain to health, safety and emergency preparedness.

Policies, Procedures and Processes Development and Implementation:

• Conduct research and analyses of operational effectiveness, processes, stakeholders, etc.
• Develop, maintain, implement and update relevant operational policies, processes and procedures.

Travel and Logistics Management:

• Manage logistics including travel arrangements, hotel and vehicle arrangements etc. for staff, stakeholders, etc. as may be required.

Correspondence Management and Documentation:

• Filing and file management (hard copies and electronic).
• Manage review and answer correspondence from different stakeholders’ correspondence with internal and external stakeholders.
• Book meetings, agenda development, minutes taking and action points management.
• Maintain a comprehensive stakeholder database.

Asset and Procurement Management:

• Vendor sourcing and onboarding.
• Manage and evaluate vendors and suppliers.
• Prepare requisition lists and ordering supplies.
• Ensure assets are properly tagged, updated, procured & maintained from time to time.

Education and Experience

• A University Degree in English, Business Administration, Marketing and Sales, Accounting, Business Management or a related field of study.
• A strong communication, stakeholder management and/or business development background is required, with at least 2-3 years prior experience is preferred.
• Up to 3-5 years’ experience (full-time, part-time or volunteer) in an administration role with preference for experience in hub/co-working space management.
• Knowledge of admin functions (inventory, facilities, procurement, logistics management).
• Prior or current experience running a business is a plus.

Skills & Competence:

• Detail oriented with strong organizational, planning and time management skills as well as ability to manage multiple priorities.
• Ability to work under pressure and meet challenging deadlines regularly.
• Advanced communication and business writing skills, including ability to deal with customers – ideally in the hospitality or events industry.
• Confident, approachable and able to build strong relationships with customers.
• Keen on taking ownership of problems and finding ways to solve them.
• Positive, enthusiastic and able to adapt to fast-changing situations.
• Proficiency in MS Office applications (Outlook, Word, Excel and PowerPoint).
• Proficiency in cloud software applications (Skydrive, DropBox, Google Docs, Outlook).
• Strong relationship management skills.
• Integrity, confidentiality, discretion, and approachability, in managing hub users.
• Ability to analyze, interpret and explain employment law.
• Influencing and negotiating skills to implement personnel policies.
• Curiosity and a willingness to challenge organizational culture where necessary.
• Creativity, Innovation and Problem-Solving skills.